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Passenger transport privacy notice

The Passenger Transport Unit forms part of the Environment Unit within BCP Council managing and delivering a range of services for the residents, visitors and businesses of Bournemouth, Christchurch and Poole. 

This page explains how information about you will be held and processed by the Passenger Transport Unit. You can also find out about how we use your personal information in our Corporate Privacy Notice

This document contains information about:

  • who we are
  • why we collect your personal information
  • the legal basis for using your information  
  • who we may share your information with
  • how you can access the information we hold about you
  • how long we keep information about you
  • further information and Data Protection Officer.

Who we are

We will be the Data Controller for the personal information you provide. Personal information can be anything that identifies and relates to a living person. This could be your name and contact details.

Why we collect your personal information

We will collect enough personal information in order to provide you with services and for the following purposes.

  • manage and arrange home to school transport for Bournemouth, Christchurch and Poole children who are eligible for transport support
  • manage and arrange home to day service opportunities for adults who are eligible for transport support
  • in respect of public transport to provide responses to comments, feedback, complaints or any other communication as appropriate. Where a subsequent reply is necessary or useful, the original details will be retained for this purpose only.

We are not permitted to collect information we do not need or will not use. This document covers information you have provided direct to us and information which has been shared with us by other organisations.

Where personal details are not necessary we will keep your details anonymous.

We don’t sell your personal information to anyone else.

The legal basis for using your information 

According to the General Data Protection Regulations (GDPR) and the Data Protection Act 2018, we must have a reason to collect and use your information.

This will be:

  • to deliver services and support you
  • to enable us to manage the services we provide
  • to train and manage our workers who deliver those services
  • to investigate any worries or complaints you may have about our goods or services
  • to check the quality of our services
  • to help with research and planning of new services.

There are a number of legal reasons why we need to collect and use your personal information. For this service:

  • contract
  • public task
  • legal obligation, under the requirements of following legislation:
  • Home to School Transport - Education Act 1996 and Education and Inspections Act 2006
  • Social Care Transport – NHS & Community Care Act 1990
  • Equalities Act – 2010
  • Public Transport -Transport Acts 1968,1985 and 2000

Our service also needs to use sensitive personal data also called “special category data” which requires more protection to keep it safe. This is often information you would not want to be widely known and is very personal to you or your family. It includes:

  • yours or your child’s medical, physical, mental health and special needs
  • yours or your child’s support needs
  • other relevant information to enable us to supply safe passenger transport services.

We will take extra care of this data. The legal reason for us to collect and use this personal information is:

  • you have sought a service from our department and we need this information in order to fulfil the contract
  • it is necessary to perform our statutory duties or it is required by law.

Who we may share your information with

We use a range of organisations to help deliver our services to you. Sometimes we have a need to provide your personal information to other parties.

We may also share your personal information with these parties:

  • transport providers who deliver the direct transport arrangements that we commission to meet your need
  • our passenger assistants who support children in their transport arrangement
  • your child’s school in the course of managing and supporting your child in the transport arrangement made
  • the day service opportunity that you attend in the course of managing and supporting your transport arrangement
  • our driver/care assistants who support you in transport to your day service.

Your information will not be disclosed to any other party/organisations, except where we are required and allowed to by law.  

Accessing the information we hold about you

You have the right to request, in writing, details of the information that is held about you and also the right to access a copy of the information. This may be by us providing copies of documents or by inviting you to view the records at one of its offices, if appropriate. Please see our webpage for further information about how to make a subject access request.

We will not charge a fee to access your information. Sometimes there may be information that we are not allowed to show you, such as

  • legal information or advice
  • crime prevention and detection records
  • information that we believe may be harmful to you and your well-being
  • details about or provided by other people – this is called third party information (e.g. information from the police).

The data protection legislation provides you with 8 rights regarding your personal data, these are the right to be informed, the right of access, the right to rectification, the right to erase, the right to restrict processing, the right to data portability, the right to object and rights to automated decision making and profiling.

Under Data Protection law we may need to verify your identity and explain to you our reason if we do not agree to carry out your request.

How long we keep information about you

We will retain this information for

  • correspondence - 2 years
  • financial records - 6 years - National Audit Office
  • closed penalty case file record - 3 Years from the date any linked case is closed.

Further information

If you have a concern about how we are using your information, we would ask you to contact us in the first instance using the address below:

Passenger Transport Unit
Town Hall Annexe
St Stephens Road


Data Protection Officer

The Data Protection Officer role for BCP Council is held by the:

Team Leader
Contracts, Commercial and Information Governance.

If you have any queries or concerns about how your personal information please contact us using our general enquiries form first, or by writing to or visiting us at:

Information Commissioner

For further information about Information Rights legislation, please contact the Information Commissioner’s Office at or by telephone 0303 123 1113.


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